To: Wyatt Shields From: Peter Noonan Re: George Mason High School and Mary Ellen Henderson Middle School Campus Project It is with great excitement that I send this memo for you to share with the City Council as they consider the questions associated with the campus site at George Mason High School and Mary Ellen Henderson Middle School. This memo is intended to outline information relevant to support the decision-making process regarding the history, options, needed size, and future considerations with this project. Much of the information in this memo is known to both the City Council and School Board because the two elected bodies have been working so closely on this project for many years. We should all be proud of the collaborative work that has been accomplished thus far. I am looking forward to our continuing partnership on behalf of the citizens of the City of Falls Church. In addition to the information provided I, along with the School Board, welcome questions for clarification to further inform the City Council and the general public regarding the need for a new high school. History of GMHS Campus Project The following is a chronological history of the George Mason High School campus project that is meant to provide historical context. 1949 Falls Church voter approval of $700,000 bond referendum authorizing the purchase of the 25- acre Flagg property at the corner of Leesburg Pike and Haycock Rd. The land becomes the property of Falls Church City, although remaining jurisdictionally in Fairfax County. 1951 Delay in construction of new school due to shortage of steel. 1952 George Mason Junior/Senior High School opens (Grades 6-12). 1994 Falls Church enters into long-term lease agreement with UVA and Virginia Tech for a parcel of land that had been an underutilized part of the campus.
2003 In November, voter approval of bond referendum to finance a new middle school. Because the school campus is in Fairfax County, all zoning permits are subject to Fairfax County Planning Commission approval. 2005 Mary Ellen Henderson Middle School opens. 2013 Citizen approval of referendum to sell Falls Church Water System to Fairfax Water. This agreement includes bringing the campus land into the City of Falls Church, and a $40,000,000 payment to the City of Falls Church. 2014 2015 January Spring Water sale complete. Boundary adjustment brings the campus land into City of Falls Church. Joint Campus Process Planning Group is approved by School Board and City Council. Membership includes School Board, City Council, Planning Commission & EDA representatives. Arcadis is retained to perform Space Fit study, confirming that a school campus and 10 acres of development can fit on the site, in several different configurations. October April May Urban Land Institute Technical Assistance Panel (ULI TAP) reviews the site providing suggestions on placement of school buildings, commercial development location and type, collaboration with neighboring sites. Unsolicited bid is received from Edgemoor. Unsolicited bid is rejected by School Board and City Council, and PPEA Process is announced.
2016 2017 June Cooper Carry presents Campus Community Outreach public engagement to begin community input into the use of the site, educational program and commercial uses. Summer Joint Campus Process Planning Group sunsets. PPEA RFP is issued for joint development of land - building a school and using 10 acres for economic development. November Two bids are received despite great interest at the time of RFP issuance. Complexity of project cited as major reason for few bids. Public Portion of Edgemoor LLC Bid Public Portion of Mason Greens LLC Bid. October Community meeting/staff and student focus groups on Shared Vision for the Schools of the Future, including architectural, environmental sustainability, and other factors. December June AIA Presentation and Gallery show of School Design NOW, sharing boards about 25 groundbreaking school design around the world. PPEA process is abandoned because it did not provide the result sought by community sought. Process decoupled. September 2017 LINK Strategic Partners is retained to help School Board and City Council define a process and develop a pathway to work through the complex issues. Process includes identifying and answering open questions, creating a roadmap for the path forward. Campus Working Group, consisting of 2 City Council members, 2 School Board members and staff, work closely with LINK to sift through information and make it understandable for elected officials and citizens. February LINK process culminates in a well-attended Community Meeting about three preferred options - build new, phased, renovation. Strong community preference for Build New option, but concerns raised about pricetag and affordability.
March May June Perkins Eastman is retained for School Feasibility study. Economic Feasibility Working Group is formed. Membership includes members of City Council, School Board, Planning Commission and Economic Development Authority Alvarez and Marsal is retained for Economic Feasibility study School Feasibility study results are presented by Perkins Eastman at Campus Update Community meeting. The Work of the School Board and Design Choice In May of 2017 the School Board held a work session to review the Feasibility Study presented by Perkins Eastman. This presentation included five (5) separate designs providing for a number of configurations with respect to new construction, renovation, 10-acre development sites, and smaller development sites. Prior to the joint School Board and City Council meeting the School Board was able to narrow the options to the three that best met the needs of the school program and allow for opportunities for economic development. The design principles are: School Heart Hy-C Integration Flexible/Adaptable Continuum of Education Civic Presence Active Community Use Safe Routes to School The criteria used to determine the best options are: Program Accommodation Outdoor Athletics Program MEHMS Expansions/Connection Building Life-cycle Economic Development of 10 Acres Sustainable Goals Walk/Bike/Metro Access Phasing/Schedule/Trailers Constructability Existing Conditions Cost Impact
Following a robust discussion,the School Board selected Community School as its preference. This option provides everything the School Board and staff are seeking and provides ten (10) acres for future economic development.
Further, it is clear that the renovation/modernization scheme ( Academic ) is both instructionally and administratively challenging, and it allows fewer acres for future economic development. Please see the matrix below that scores each of the three options and how they rate based on the defined criteria:
The Costs of Community School There are two main drivers that inform the cost of the selected option (Community School). These costs include hard costs and soft costs. Hard Costs - the actual costs of construction associated with the school as well as demolition and site preparation for the acreage designated for economic development. Soft costs - associated charges that represent architectural and engineering costs, construction management fees, permitting and utility fees, and furniture, fixtures, and equipment (FF&E). In the costing of the selected option, the overall equation used is Hard Cost + Soft Cost = Project Cost Project Cost - Potential Savings = Total Projected Cost In the Community 1 school option the total estimated cost of construction is $110M. FF&E is estimated to be approximately $13.8M. These costs together represent $123.8M. $110M + $13.8M = $123.8M There are a number of potential cost savings measures that have been explored. The following represent the larger items that have been reviewed: Reuse existing furniture $1M Deduct 10 classrooms and associated spaces - $2.5M Decrease Performance Department size - $0.7M Decrease Aux Gym size - $1.0M Decrease Athletics Dept size - $1.0M Eliminate Geothermal $1.7M * *Payback period estimated at approximately 9 years. Defer athletic field improvements $4-10M Savings vary. There could be reductions in cost if off-site staging and/ or additional parking are available. We believe that some savings are possible with the reduction of classrooms while still meeting the educational specifications. The school program will remain comparable to neighboring jurisdictions if the following reductions are undertaken: reducing the size of the auditorium, reducing the size of the athletics area; reducing the amount needed for FF&E. A conservative estimate of overall savings is $6.5M. $123.8M - $6.5M (potential reductions) = $117.3M
Context of Entire Division The School Board and Superintendent recognize that there are other pressing capital needs in the division that are a result of growth in population; notably Thomas Jefferson Elementary School (TJES). It is estimated that the cost of a 20 classroom addition with soft costs included would be $10.5M. The capacity issues cannot be overlooked and will need to be reviewed in the coming year(s). It is believed that when Mt. Daniel Elementary School s construction is complete the second grade can move (in the short term) to Mt. Daniel and create space for the student population at TJES. Due to constraints on the site as a result of negotiations with Fairfax County, this is not a sustainable solution. It is anticipated that by 2021 Mt. Daniel will be at, or above, the 660 building cap and an alternative solution will need to be sought. With the anticipated enrollment growth, it is likely that Mary Ellen Henderson Middle School (MEHMS) will need additional space in the 2025 time frame as well.
Long Term Operations Consideration It is understood that with growth in enrollment there will be ongoing additional operating costs. These costs have multiple variables that drive outcomes that include, but are not limited to, enrollment growth, salary and benefit costs, resource and material costs, etc. Operational costs have averaged 4% per year over the last ten years. Using that same average, the following table represents what the overall operating costs could be between now and 2030: Fiscal Restraint of Operating Costs The Superintendent and School Board are committed to seeking ways to keep the escalation of overall operational costs to a minimum particularly during this time of capital improvement. We will seek efficiencies that present themselves and look for potential reductions that will not have a negative impact on our student achievement in the Falls Church City Public Schools.